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ONE CARD GUIDEOne Card Guide

ONE CARD GUIDEOne Card TeamJene JanichDirector Travel and One CardOffice: 972‐883‐2317jmj101000@utdallas.eduCallie SpeaksTravel and One Card CoordinatorOffice: 972‐883‐2606cxs163730@utdallas.edu800 W Campbell Rd.Richardson, TX 75080OneCard@utdallas.edu972.883.2300Citibank Customer Service 1‐800‐248‐4553

ONE CARD GUIDETable of ContentsCover Page .Program Contacts .Table of Contents .General Information .1TrainingCustomer ServiceCard ActivationLost or Stolen CardsCard Termination/TransferCredits and Returns .2Disputing a TransactionProtecting your One CardPersonal Use PolicyCard LimitsDormant One CardDisallowed Purchases .3Billing Address .4One Card RolesReporting CycleReceiptsBusiness Justifications .5Record Keeping/RetentionReviewsBusiness Entertainment ExpensesMembership PurchasesSales TaxState Occupancy Tax Exemption.6Using your One Card for Business TravelSummary of Common Issues/Actions

ONE CARD GUIDEGENERAL INFORMATIONThe One Card Program is authorized by the State of Texas Procurement and Support Services (TPASS)contract with Citibank. It is a MasterCard Credit Card billed centrally to the university. The cardholder isliable and responsible for all charges. The One Card combines the functionality of a traditionalpurchasing card with the functionality of a travel card, which allows authorized employees to use theOne Card for purchasing, travel and entertainment expenses. Specifically, the One Card is designed to beused for low dollar, infrequent purchases that cannot be handled in any other way. The primarymethod of purchasing at UT Dallas is with Purchase Orders in Jaggaer, eProcurement. Additionally, theOne Card is not intended to be used for items that can be purchased in negotiated catalogs ineProcurement. The use of the One Card does not exempt the university or its officers and employeesfrom the purchasing/travel requirements in state law and the TPASS.The division’s Fiscal or Administrative Officers are responsible for determining who should receive a OneCard, and if travel and/or purchasing is approved. If you are unsure of who this is in your divisioncontact onecard@utdallas.edu.TRAININGAll cardholders are required to go through the One Card test available in eLearning. The test is based on thisOne Card Guide. It should be re‐read by all cardholders on an annual basis for updates and changes.During Annual Compliance Training, all cardholders are required to take annual One Card Training. This isimportant to ensure you are informed about the most recent changes in the program. Failure to complete theAnnual Compliance Training within the designated deadline may result in termination of your One Card.CUSTOMER SERVICEThe One Card program is serviced using a team approach in the Citibank’s Customer Service Center. Thiscenter is available 24 hours a day, seven days a week to assist the cardholder with general questions andsupport about their One Card account. (1‐800‐248‐4553)CARD ACTIVATIONWhen you receive your card, the cardholder must call the number on the newly issued card (sticker) toactivate the One Card before using it. Your identification code when calling customer service will alwaysbe the last four digits of your social security number (unless otherwise specified by the One Card Team).Additionally, you are required to set up a four‐digit PIN. The PIN will be used for all transactions. Uponreceipt of the card, the cardholder should sign the back of the One Card and always keep the card in asecure place.LOST OR STOLEN CARDSIf a One Card is lost/stolen, Citibank’s Customer Service should be notified immediately at 1‐800‐248‐4553. Upon receipt of your telephone call, the bank will immediately suspend your One Card and issue anew card with a new account number. The new card will be sent by the bank to the One Card Teamoffice and we will notify you when it arrives.CARD TERMINATION/TRANSFERIf a cardholder terminates employment with the University, the department has the obligation toreclaim and destroy the One Card and inform the One Card Team prior to the employee terminationdate. Also, if a cardholder transfers to a new department, it is the cardholder’s responsibility to notifythe One Card Team of the transfer within five business days of starting in his/her new position.1 P a g e

ONE CARD GUIDECREDITS AND RETURNSCardholders are not allowed to receive a cash refund for returned merchandise. All credits or refundsmust be applied to the same cardholder account that was used for the original purchase.DISPUTING A TRANSACTIONFor unrecognizable transactions or purchases that appear, review your receipts and see if you can matchthe transaction by dollar amount – some vendor’s process credit card transactions through a parentcompany. If you still cannot find anything, contact the vendor and try to resolve the dispute. If anagreement cannot be reached with the vendor, contact Citibank immediately at 1‐800‐248‐4553.PROTECTING YOUR ONE CARDEach individual cardholder is responsible for the One Card issued in their name/department and musttake all necessary actions to ensure the card is maintained in a safe manner that follows all purchasingand travel guidelines. Lending your One Card to another person (regardless of their affiliation with theUniversity) is not allowed. This affects the MasterCard liability coverage for the University.PERSONAL USE POLICY: THE ONE CARD IS NOT FOR PERSONAL USE!The One Card will have the State of Texas Seal and the wording "For Official Use Only" clearly indicated.This card is for business purposes only and may not be used for personal transactions. A cardholdermaking an unauthorized purchase will be held personally liable to reimburse the University for thepurchase as soon as possible. Email OneCard@utdallas.edu and provide the Transaction Date/Amount.Reimburse the University by taking a check or cash to the Bursar and providing a receipt with thesupporting documentation.CARD LIMITSOne Card limits are stated below. To obtain a temporary single transaction limit greater than 5,000.00or temporary billing cycle limit greater than 15,000.00, a Fiscal Officer must send an email justifying theneed to the One Card Team at OneCard@utdallas.edu. Splitting a large transaction into several smallerones or among two or more cards, in order to circumvent the single transaction threshold, is a violationof UT Dallas policy. Transactions or “single purchase” limit may be up to 5,000.00 Spending limit per card per billing cycle may be up to 15,000.00 Number of authorizations allowed per day (Default no limit) Number of credit card transactions per cycle (Default no limit)DORMANT ONE CARDSOne Cards with 4‐12 months of inactivity will be reviewed by the One Card Team. To reduce riskexposure of inactive cards, we will email cardholders informing them of temporary limit adjustments to 1.00 to prevent fraudulent activity. One Cards with 12 months of inactivity will be reviewed todetermine if there is a valid business need for the card issued. It is important to notify the One CardTeam should your need for the One Card change.2 P a g e

ONE CARD GUIDEDISALLOWED PURCHASESThe One Card is not to be used for purchasing the following items: Airfare1 Gasoline for Personal vehicles Alcoholic Beverages for Personal Consumption Gift Cards/Gift Certificates Amazon Purchases/Prime Memberships Lasers Animals/Living Organisms Movie Rentals or Personal Entertainment Bars, Taverns, Nightclubs Memberships in the name of the University Capital Equipment/Upgrades UTD Promo Items from Non‐Licensed Vendors Purchases requiring a Contract/Agreement tobe Signed Personal or Family Airfare, Early Check‐in Fees,Admirals Club Preferred Seating or Seat Upgrades Cash Advances, Insurance, etc. 2 Comet Cash Personal Related Expenditures (e.g.: Razor,shaving cream, toothbrush, toothpaste, coldmedication, etc.) Prescription Drugs/Controlled Substances Chemicals/Reagents Radioactive or Hazardous Material Electric Scooter/Bike Rentals Services (i.e. Consulting, Personal, Speakers, etc.) Electronics/Appliances ** Software ** Controlled Assets3 ****Pre‐Approval must come via email from OneCard@utdallas.edu and attached with receipt documentation.1Exception: Business Class Flights purchased from Concur/CTP allowed for 5 hour flights with written pre‐approval from supervisor.2Charges for these types will be rejected at the point of sale.3The State of Texas Comptroller has defined “controlled assets” as facsimile machines, stereo systems, cameras,video recorders/players, computers/laptops, projectors, printers, medical equipment, scientific and laboratoryequipment, and cellular/portable phones costing between 500 and 5,000. Firearms are also consideredcontrolled regardless of value.The items listed below are Controlled Assets/Appliances that are not allowed on a One Card, regardless ofvalue: Desktop Computer (PC – Not Apple) Desktop Computer (PC – Apple) Portable CPU Laptop, Netbook, Notebook or Tablet (PC – Not Apple) Portable CPU Laptop, Netbook, Notebook or Tablet (PC – Apple) Smartphones Projectors Dishwashers/Washing Machines/Refrigerators Chemical Fume Hoods Bio‐safety cabinets / glove boxes / tissue culture hoods Compressed gas cylinder cabinets Laboratory refrigerators used to store any kind of chemical3 P a g e

ONE CARD GUIDEBILLING ADDRESSThe vendor may ask for the billing address, which is always:[Cardholder’s Name]800 W Campbell Rd Richardson, TX 75080ONE CARD ROLES/REQUIREMENTSCard transactions will be located in the Citibank Portal. The cardholder’s Fiscal Officer must assign thefollowing role(s):1. Person to update account numbers, cost centers and explanation of charge.This role can be the cardholder or a delegate. The delegate role is called reconciler.2. Person to approve the work done above. This role is called an approver.Transactions will be available in the Citibank Portal for daily processing. By the 10th of each month, anyadjustments or edits to the default Cost Center/Account must be completed in the Citibank Portal. Departmentsshould develop internal procedures for handling One Card transactions. Such procedures must include thefollowing: (1) Maintaining itemized receipts for each transaction in accordance with record retentionrequirements specific to the cost center (2) Printing the Expense Reports from the Citibank Portal (3) Ensuringtransactions are properly approved by the cardholder’s supervisor (4) Storing these documents in Box.com.ONE CARD REPORTING CYCLEReporting Cycles typically begin on the 4th of the month and end on the 3rd of the following month.For Example: July 2019 is June 4 to July 3Note: This is POSTING DATE, not transaction date. Transactions usually take 2‐3 days to post/appear in Citibank.RECEIPTS**Itemized receipts or invoices, showing a line item detail what was purchased and for how much, arethe only acceptable forms of documentation. Receipts must also be fully readable, without faded ink ormissing parts.** While receipts for individual meals while in travel status are not required to bepresented for out‐of‐pocket travel reimbursements, it is a requirement to keep all receipts, even fortravel meals, when making a purchase with the One Card.An Original Itemized Receipt must, at the least, have the following items on the receipt:1. Name of Merchant2. Address/Phone # (at least one way to contact the merchant)3. Description of each item purchased4. Price for each item purchased5. Tax for the taxable items6. Grand Total7. Date of Purchase8. Method of payment4 P a g e